Finance and Administrative Assistant

General Goal: The Finance and Administrative Assistant provides essential clerical and operational support to ensure the smooth functioning of the organization’s financial and administrative activities. The role involves maintaining accurate financial records, assisting in daily administrative tasks, and supporting the Education Officer in program-related logistics and documentation.

Job Responsibilities:

• Prepare and process payment requests, petty cash vouchers, and expense reimbursements.
• Ensure all financial documents are properly signed, coded, and supported before submission.
• Enter daily financial transactions into the accounting or tracking system.
• Maintain organized filing of vouchers, invoices, receipts, and supporting financial documents.
• Assist in collecting quotations, preparing purchase requests, and purchase orders.
• Support the Finance Officer in checking and matching supporting documents for payments.
• Assist in preparing payment envelopes and handling cash disbursements when required.
• Ensure timely collection and filing of supplier invoices and staff receipts.
• Support monthly closing by ensuring all documents are complete and properly filed.
• Maintain attendance sheets, leave records, and staff contact lists.
• Support procurement of office supplies, stationery, and educational materials.
• Manage office filing systems and ensure proper archiving of administrative documents.
• Assist in logistics for meetings, workshops, and training sessions (venue booking, refreshments, materials preparation, etc.).
• Handle correspondence, scanning, and document distribution as needed.
• Assist in the preparation and maintenance of staff and student files.
• Support the Education Officer with logistical and administrative arrangements for school activities, distributions, and trainings.
• Assist in collecting and organizing field reports, attendance sheets, and other educational documentation.
• Coordinate with field and education staff for collection and verification of financial and administrative documents.
• Support audit and donor review processes by preparing and organizing supporting documents.

 Qualifications, Skills, and Personal Attributes

• Bachelor’s degree in Accounting, Business Administration, or a related field.
•  1–2 years of experience in finance and administration (preferably in NGOs or educational projects).
• Basic knowledge of accounting procedures and documentation.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong attention to detail, organization, and accuracy.
• Good communication and teamwork skills.
• Ability to maintain confidentiality and follow procedures.

Core Values and Ethics

• Commitment to Kayany’s mission, vision, and values.
• Integrity and Transparency.
• Respect for Beneficiaries.
• Fairness and Equal Treatment.
• Confidentiality and Privacy.